The Onboarding Journey Template streamlines all onboarding tasks by consolidating them in one location. It also includes various workflows to automate the necessary processes. To begin, you must assign the onboarding journey to the user. This can be done manually from the Journeys dashboard page, or you can utilize a workflow to assign it when adding a new employee to the Person model.
The template adds functionality documented in other knowledge base articles:
Prerequisites
- You'll need to install the Home page template so the user can access their onboarding page.
- You need to install the Employee Documents template so the user can access important documents.
Roles
As well as the roles added by the Roles: Employee, manager, and HRSS template, the Onboarding template adds two more roles, Preboarder and Workato. The preboarder role gives users access to the tasks they need to complete before becoming employees. Workato gives our integration tool access to the information so you can streamline your process.
Models
In addition to the models shown in the previously mentioned articles, the template adds these models to your tenant. See our knowledge base article, About models.
Workflows
The template adds these workflows to each of the models. See our knowledge base article, About model workflows.
The workflows added to the Person journey model aid the automation of notifications and the tasks to be completed for new joiners to your organization and their manager. For example, when you add a start date to a person's record, the Assign roles on the employee first day workflow assigns the Preboarder and Employee roles, which are necessary so the user can access their onboarding page.
If the user can view the onboarding journey link on the home page, but nothing happens when they select it, it could be that the Set owner, title and url for new journey workflow on the Person journey model aren't configured correctly. See our knowledge base article, Journeys.
The workflows added to the Person model also aid the onboarding process automation.
Validation rules
The template adds two validation rules to the Person model. See our knowledge base article, About validation rules.
Pages
Assign a person to a journey making sure you add a start date. This will kick off the workflows assigning the roles to the new starter.
Setting up a preboarder
Add the preboarder's details to the person model and assign the new person to the user details. Finally, assign the person to the onboarding journey.
Preboarder's Home page
One of the first pages the preboarder sees is the home page. However, they would only see the blocks configured to show for them, for example, the advert block, the rich text block, and the Journeys block. You can amend the filters on the blocks to show or hide for specific users.
There are two rich text blocks, one for the desktop view and one for mobile. See our knowledge base article, Add a rich text block.
The screen size options control each block:
For the block to show on mobile, you can hide this for larger screens:
For the block to show on the desktop, you can hide this for smaller screens:
Onboarding journey page
Once the user signs in, they'll see the relevant home page depending on their roles and device. Next, they select the Onboarding journey, which opens the Onboarding page.
This page contains various components that you can customize. To start with the page header, see our knowledge base article, Modify a page header. The introductory rich text block. See our knowledge base, Add a rich text block. The stepper component shows the stage the user is at in the onboarding process. See our knowledge base article, Configure the Stepper feature.
The tasks list shows all the tasks for the user and their manager as part of the new employee's onboarding journey.
Menu
The template also adds the Onboarding menu because the Onboarding page has a header and automatically adds the page to a submenu, see our knowledge base article, About page headers. You can add more pages to this menu and so add more tabs to the top of the pages that you add to the menu. You can't use this menu in the global burger bar.
Follow-up tasks
- After installation, make sure you assign yourself the HRSS role. See our knowledge base article, Assign or revoke a role.
- Install the Manager views and Employee documents templates to ensure all foundational pieces are in place.
- New joiners are invited to slack channels automatically. To prevent this, you must deactivate the Onboarding - Invite new joiner to the Slack channel workflow.
- Test your configuration by creating a new hire and inviting their user account via their personal email address.
- Tailor the onboarding experience to your needs.